George Mason University

All course changes must be for a future effective term. However, if a change must be processed for a term not on the list, please choose the most recent term and note your requested term, as well as justification for your request, in the Additional Comments field at the end of the CIM form.

If the change was made and approved in CIM (September 2017 or later), you can view the course’s history in CIM.

1. Go to Course Admin.
2. Search for the course.
3. Select it from the results menu. The results will display. If any changes were made to the course in CIM, you will see a box to the right of the course details titled History.  Each numbered entry listed in this area will correspond to a course proposal which was approved. Select on of the entries to see the full details of that approved proposal.

If the change was made and approved before CIM was implemented, digital copies of all course approval forms are on file and attached to the course in INB (Banner). Contact your college catalog contact to request to see those archived forms.

A course must be fully-approved and in Banner before you can request any other designations (Mason Core, Research and Scholarship, Writing Intensive, or Green Leaf). Once the new course proposal has been fully approved, you must create a new Edit proposal to request the specialized designation.

The title of an existing and fully-approved program in CIM may not be changed. Instead, you must submit a proposal for a NEW program, which includes the revised title, and you must also submit a proposal to deactivate the original program.

Hint:

1. To create the proposal for the new program without recreating it entirely:
   1. Select Propose New Program.
   2. The Program Form will open. From the top of the page, select Propose New from Existing Program.
   3. Another window will appear with a drop-down menu. Select the program you wish to copy.
   4. Select Copy Program.
   5. Fields will populate based on the program you selected. You must now go through the form and make any changes (including updating the title). Please read through each question carefully before proceeding.
   6. For the question Is this a retitling of an existing program? select Yes. You should then select the same program which you are retitling.
      1. Answering this question correctly will ensure that the Registrar’s Office processes your change correctly.
   7. When you are done, select Save and Start Workflow.

• The ecosystem displays all existing relationships, including:
  • catalog pages referencing your course/program.
  • courses referencing your course/program, including as a prerequisite, equivalency, or bundled course.
• To view the ecosystem:
  • Go to Course Admin or Program Admin.
  • Enter your selected course/program into the Search field and select Search.
  • Select your course/program from the results display beneath the Search field.
  • The course/program details will display directly below the results menu. The ecosystem will display directly beneath your course/program title. You may see the label Catalog Pages referencing this course.
    • Each of the listed items in this field is a clickable link which will direct to the applicable page in the catalog.
    • Be sure to scroll down using the arrows on the right side of the box to see all results.

Review the Registration Restrictions page for details on each restriction type and the options available.

If you are still unsure about what to select, contact your college catalog contact to discuss how you’d like to use restrictions and for guidance.

1. Go to the CourseLeaf console.
2. On the left side-bar at the bottom of the page select Course Admin Report from the Reports section.
3. The Reports console will show (this may take a few minutes to load). Select In Workflow from the list on the left side-bar.
4. From the Workflow Filter area, select the Role associated with the step that will approve the proposal once your meeting has taken place.
   1. E.g. if you are pulling a proposal for your Curriculum Committee meeting, you may want to select the Associate Dean step for your college (note that the name of this role will differ depending on the college)
5. Select the green Run Report button.
6. Scroll down to see the results at the bottom of the page. Each of the items is a link which directs straight to that proposal in CIM.
7. Select Export. You will have the option to export the list of proposals either into a blank Word .doc or a blank Excel .xls.
8. The exported file will retain the links to the proposal. You may cut and paste the items from the export directly into another Word .doc, a web page, blog page or blank email (choose the format that matches your current agenda process). Users who select the link will be prompted to login to the system, but then they will immediately see the associated proposal.

• If you have never logged into any CourseLeaf product before (CLSS, CAT, CIM), then you may not have access. Email the Registrar’s Office to check.
• If you are certain you have access, please try the following standard trouble-shooting steps:
  • confirm that you are connected to the internet
  • try to refresh the page
  • try a different browser

• Changes cannot be made to a published catalog. Once the catalog is published, fully-approved course changes are pushed to update in the following year’s catalog.
• The Registrar’s Office will accept all course changes for publication which are fully-approved by a prescribed cut-off date for each catalog cycle (usually mid-March).
• If your proposal was approved after the mid-March cut-off date, the course will be updated and available in Banner, but it will not show until the following year’s catalog.
  • for example, if your course was approved in April 2019, it will be updated in Banner, but it will have missed the publication deadline for the 19-20 catalog. The change will instead be pushed to update the 20-21 catalog.
• The catalog is always published on the Thursday before the first day of Fall Registration begins (usually the first Thursday in April).

• Changes cannot be made to a published catalog. Once the catalog is published, fully-approved program changes are pushed to update in the following year’s catalog.
• The Registrar’s Office will accept all program changes for publication which are fully-approved by a prescribed cut-off date for each catalog cycle (usually mid-March).
• If your proposal was approved after the mid-March cut-off date, the change will not appear until the following year’s catalog, at which time the degree audit will also be updated.
  • for example, if your program proposal was approved in April 2019, it will have missed the publication deadline for the 19-20 catalog. The change will instead be pushed to update the 20-21 catalog.
• The catalog is always published on the Thursday before the first day of Fall Registration begins (usually the first Thursday in April).

You can easily set up a filter in your Outlook box which automatically files all CourseLeaf emails into a folder and out of your inbox. Be advised that you will still need to review these emails and approve your items in CIM.

• How to create a filter in Outlook for CIM emails

If you do not want to set up a filter and also do not want to receive notification emails, send a request to the Registrar’s Office.

Email your college catalog contact to notify them of the change

You may use any browser to access CIM. Firefox provides the best viewing experience.

Someone had already started a proposal and saved their changes on this item, but they have not yet submitted it in workflow. You may select Edit Course to open up the proposal and add your own changes. You must select Start Workflow to start the proposal on its approval path.

Changes cannot be made to the published university catalog. All changes will apply to a future edition of the catalog.

• If you are changing a course, you must create a proposal in CIM-Courses.
• If you are changing content related to any of the following areas for a Program, you must create a proposal in CIM-Programs.
  • Admissions & Policies
  • Requirements
  • Accelerated Options
  • Dual Degree
• Changes to any other catalog content, including college/department pages, should be directed to your college catalog contact.

For more information regarding how to update the catalog, including publication deadlines, see Catalog Revisions.

1. Go to the CourseLeaf Console.
2. On the left side-bar, under the CourseLeaf category near the top of the display, select Role Management.
3. You will be taken to a new window. Scroll through the list in the box on the left to find the role you should be assigned to.
4. Select that role. The list of users currently assigned to that role will show in the box on the right.
5. If you are not listed and believe you should be, contact your college catalog contact.

Creating a course entails some default set-up rules which are not included on the CIM form but which are required to facilitate registration. See Course Setup: Behind-the-Scenes for more information.

1. Check the current list of Roles and assigned users.
2. If changes are still required, email your college catalog contact with your changes.

Register for a training session here!

To print a copy of your proposal or share it as a PDF with those who don’t have access to CIM:

1. Open the proposal in CIM.
2. Select Ctrl + P on your keyboard.
3. The printer window will open. Change the printer destination to Adobe PDF (in Firefox) or Save as PDF (in Chrome). This will allow you to save and print your proposal.

1. Log into the Course Admin Console.
2. Select the blue circled question mark icon near the top right of the screen.
3. The CourseLeaf Help center window will open. Select Custom Documentation from the bottom of the left-hand sidebar.
4. Scroll towards the bottom for a recording of the GMU training session which was offered September 8, 2017.

Note that you must have CourseLeaf access to view this video.

If do you not currently have CourseLeaf access, you can view the video here.  You will need to login with your Mason ID and password to view the video.

Renumbering an existing course involves two steps: creating a new course under the new number, and inactivating the original number.

Creating a new course under a new number:

1. Login to Course Admin.
2. Select the Propose New Course button.
3. The course form will pop open. Select the green Propose New from Existing Course button.
4. The course picker box will appear. In the Quick Add field type in the name of the original course prefix and course number. Select Add Course.
   1. Tip: use all caps when typing in the course prefix
5. The course form will populate with all of the details currently associated with that original existing course. You must still fill out any blank red-bordered fields, including:
   1. Are you completing this form on someone else’s behalf?
   2. Effective Term
   3. Subject Code: select the applicable subject code for the new proposed course.
   4. Course Number: input the new course number
   5. Equivalent Courses: you must add the original course number as an equivalency to this new course number.
      1. Select the green ‘plus’ icon.
      2. Follow step 4 above.
   6. The following fields will need to be filled out anew, given that the available options will vary based on the new course number:
      1. Schedule Type
      2. Repeatable
      3. Default Grade Mode
6. Once you have completed the form, scroll to the bottom. In the Additional Comments field please add a note explaining that this new course is a renumbering of an existing course (include details about the existing course in this space as well).
7. Select Start Workflow.

Inactivating the original course:

1. Login to Course Admin.
2. Search for the course.
3. Select the course from the results menu.
4. Select the red Deactivate button.
5. The Deactivate form will show. Complete the required fields and then select Start Workflow.

To search for courses from more than one subject code, enter each code into the search bar and separate each with a comma, e.g.:

• IT, BIOL, ENGH

At any time, you may preview the workflow for any existing course:

1. Go to Course Admin.
2. Search for your course in the search bar.
3. Select your course from the results menu. The course details will show below the results menu.
4. Select the Preview Workflow link beneath the green Edit Course button.
   1. Note that if you course is currently in workflow, the Preview Workflow link will not show.
5. A window will display which shows both the Roles and the specific users who will be involved in the course’s workflow path.
   1. Note: the workflow preview will display based on the assumption that you are making a substantial change. If you make any of the following types of changes, your workflow will dynamically change to take into account different/added steps.
      1. Simple changes (UGC/GC will not receive these proposals)
      2. Specialized changes (the associated specialized committee will be added to the workflow)
      3. Impacted Units (if you answered Yes to the question Does this course cover material which crosses into another department?)
      4. Inactivations (the proposal will be sent to the Registrar’s Office first to assess if any active sections exist for the requested term)
      5. Title Changes (the proposal will be sent to the Registrar’s Office first to assess if the title change requires the creation of a new course)

If you would like to preview the workflow for a NEW course:

1. Search for a course with the same prefix and of the same level as your anticipated new course.
2. Follow directions from step 3 above onwards.

If you have already hit Start Workflow on your proposal, you will need to see where it is in workflow and contact that person to have them roll the proposal back to you so that you can make changes. Keep in mind that once a proposal is rolled back, it must complete all of the workflow steps again. If the proposal is almost done with the approval process, you might want to wait until the changes are approved and the proposal is at rest before making additional changes.

All course changes must be for a future effective term. However, if a change must be processed for a term not on the list, please choose the most recent term and note your requested term, as well as justification for your request, in the Additional Comments field at the end of the CIM form.

When you select Edit Course you may occasionally see the following error message:

Out of Sync
The record in CourseLeaf does not match the record in Banner.

This means that a mismatch was found between the data in CIM and the data in Banner. Please exit out of that window and contact the Registrar’s Office with the course subject and number. Once they review the course and resolve the error, you will be able to create your Edit proposal.

If you are in the middle of creating a new course or program or editing an old one, you can click the Save button at the bottom to Save your work. Once you have completed all changes and want the proposal to move forward, you must click Start Workflow to submit the proposal. You can go back and edit the proposal as many times as you like before you hit the Start Workflow button. Once you hit Start Workflow, the proposal is submitted and you will be unable to make changes.

The title of an existing and fully-approved program in CIM may not be changed. Instead, you must submit a proposal for a NEW program, which includes the revised title, and you must also submit a proposal to deactivate the original program.

Hint:

1. To create the proposal for the new program without recreating it entirely:
   1. Select Propose New Program.
   2. The Program Form will open. From the top of the page, select Propose New from Existing Program.
   3. Another window will appear with a drop-down menu. Select the program you wish to copy.
   4. Select Copy Program.
   5. Fields will populate based on the program you selected. You must now go through the form and make any changes (including updating the title). Please read through each question carefully before proceeding.
   6. For the question Is this a retitling of an existing program? select Yes. You should then select the same program which you are retitling.
      1. Answering this question correctly will ensure that the Registrar’s Office processes your change correctly.
   7. When you are done, select Save and Start Workflow.

• The code you are looking for is either Inactive and no longer in use.
• If this is a new code, it must be created in CIM by the Registrar’s Office before it becomes available for use. Confirm with your Catalog contact that the Registrar’s Office has been notified.

You may make your program modifications once the course proposals have been created and are in workflow. Note that:

• the course proposals do not need to be fully approved in order for you to add the course in to your program in CIM-Programs
• if the course is not approved but your program is approved, you will need to go back and create a new proposal which modifies your program to remove that unapproved course

• This is may be a deactivated course. The number will not be available for re-use until 5 years after its deactivation term has passed.
  • When viewing the course in Course Admin, the item status will show as Deactivated in the results menu below the Search bar
  • The course will also show a header of ‘Course Deactivation Proposal.’
• If you would like to reactivate the course, contact the Registrar’s Office. The course will have to be approved via your department’s standard workflow.
  • NOTE: if you reactivate the course, all course details will remain exactly the same as when it was inactivated.
  • After the course has been reactivated, you may create an ‘Edit’ proposal to make any modifications to the course.

You will not be able to edit your proposal once you submit it to workflow. You will need to contact the individual who currently has the proposal and ask them to

• make the change themselves OR
• roll the proposal back to you so that you can make the change

CIM makes it easy to contact the right person.

• Go to Course Admin or Program Admin.
  • Enter the name of your course/program into the Search bar.
  • The item will display.
  • Find at the In Workflow box to the right of the item title.
  • The yellow-shaded step indicates who currently has the proposal. Select that step, and a blank email already addressed to the users in that role will automatically generate for you to complete and send with your request.

Review the Registration Restrictions page for details on each restriction type and the options available.

If you are still unsure about what to select, contact your college catalog contact to discuss how you’d like to use restrictions and for guidance.

Once the change has been processed in Banner, your proposal is considered ‘Complete.’ You will need to create a new proposal which corrects the error and submit it to workflow.

• If you have never logged into any CourseLeaf product before (CLSS, CAT, CIM), then you may not have access. Email the Registrar’s Office to check.
• If you are certain you have access, please try the following standard trouble-shooting steps:
  • confirm that you are connected to the internet
  • try to refresh the page
  • try a different browser

• Changes cannot be made to a published catalog. Once the catalog is published, fully-approved course changes are pushed to update in the following year’s catalog.
• The Registrar’s Office will accept all course changes for publication which are fully-approved by a prescribed cut-off date for each catalog cycle (usually mid-March).
• If your proposal was approved after the mid-March cut-off date, the course will be updated and available in Banner, but it will not show until the following year’s catalog.
  • for example, if your course was approved in April 2019, it will be updated in Banner, but it will have missed the publication deadline for the 19-20 catalog. The change will instead be pushed to update the 20-21 catalog.
• The catalog is always published on the Thursday before the first day of Fall Registration begins (usually the first Thursday in April).

• Changes cannot be made to a published catalog. Once the catalog is published, fully-approved program changes are pushed to update in the following year’s catalog.
• The Registrar’s Office will accept all program changes for publication which are fully-approved by a prescribed cut-off date for each catalog cycle (usually mid-March).
• If your proposal was approved after the mid-March cut-off date, the change will not appear until the following year’s catalog, at which time the degree audit will also be updated.
  • for example, if your program proposal was approved in April 2019, it will have missed the publication deadline for the 19-20 catalog. The change will instead be pushed to update the 20-21 catalog.
• The catalog is always published on the Thursday before the first day of Fall Registration begins (usually the first Thursday in April).

Two things may have happened:

• another individual also assigned to the same role has already approved the proposal.
• another individual assigned to the same role has rolled the proposal back to an earlier step in workflow.

To check:

• Go to Course Admin or Program Admin.
• Enter the name of the course/program that you had received an email about into the Search field and select Search.
• The current proposal will display. Look at the In Workflow box to the right of the course title.
  • Items shaded in yellow will indicate who currently has the proposal.
    • If the yellow-shaded item appears as a step after your Role, it means the proposal was already advanced/approved to go to the next step.
    • If the yellow-shaded item appears as a step before your Role, it means someone rolled the proposal back to a previous step.
    • If either of the above applies and you are uncertain of who approved/rolled back the proposal, look at the box below the In Workflow box, labeled Approval Path. This box lists all the associated users who have taken action on the proposal for each role.
    • If the yellow-shaded item is your Role, the proposal may have been moved back into your queue. To approve:
      • Go to the CourseLeaf Approval Console
      • Look for the Your Role drop-down menu at the top of the display. Select your Role from this menu.
      • All of the items awaiting your approval will display in the blue-bordered menu. Select the appropriate item to view it and to Edit/Rollback/Approve.

1. Go to the CourseLeaf Approval Console
2. Look for the Your Role drop-down menu at the top of the display. Select your Role from this menu.
3. All of the items awaiting your approval will display in the blue-bordered menu. Select the appropriate item to view it and to Edit/Rollback/Approve.

1. Confirm that you are in the CourseLeaf Approval Console
2. Select your Role and then select the proposal in question.
3. To make the changes yourself, select the Edit button in the approval console.
4. To send the proposal back to someone earlier in the workflow, select the Rollback button. You will be required to add comments as to why you are rolling it back.
5. To make changes but also send it back to someone earlier for review: select Edit, make your changes, then select Rollback.

Be advised that when Rollback is selected, the proposal will have to go back to the same approval steps for a second round of review and approval.

Once the proposal is rolled back, it must be reapproved by all the Roles listed in workflow after the roll back point.

For example, if your proposal is at step 5, and you roll it back to step 2, the proposal will have to be approved again by steps 2, 3, and 4.

You may want to contact each of these individuals and request that they expedite approving the proposal so that it can quickly come back to your step in workflow.

CIM makes it easy to contact the right person.

1. Go to Course Admin or Program Admin.
2. Enter the name of your course/program into the Search bar.
3. The item will display.
4. Find at the In Workflow box to the right of the item title.
5. The yellow-shaded step indicates who currently has the proposal. Select that step, and a blank email already addressed to the users in that role will automatically generate for you to complete and send with your request.

Your proposal must have been approved through your college committee, and waiting for Associate Provost-Undergraduate/Graduate approval, by the time of the agenda deadline for the council meeting. If your proposal was not approved to this step in time, it will be listed on the agenda for the next meeting.

To view agenda deadlines for the academic year:

Undergraduate Council

Graduate Council

1. Go to Course Admin or Program Admin.
2. Enter the name of the course/program you are interested in into the search bar.
3. Select the item from the results menu.
4. The proposal will display.
   1. If you already submitted the proposal, you will see the In Workflow box appear to the right of the item title.
      1. Green-shaded items signify roles which have already approved the proposal.
      2. Yellow-shaded items signify the role which currently has the proposal for review/approval.
      3. Other items signify roles which still need to review/approve the proposal after the yellow-shaded role approves.
      4. Additionally, a second box called Approval Path appears directly below the In Workflow box:
         1. Each numbered step corresponds with the numbered steps listed in In Workflow, but you will see a few more details about who has approved the course, specifically
            1. the username associated with the person who approved.
            2. the timeslot.
   2. If you saved your proposal but did not submit it, you will see Changes saved but not submitted at the top of the item display. You will also see the timestamp for when the proposal was last edited directly beneath the item title.
   3. If the item does not display, or if the item displays but does not show any of your changes or any of the labeling described above, it’s possible that you did not save your proposal or submit it to workflow. You will have to create a new proposal.

You can easily set up a filter in your Outlook box which automatically files all CourseLeaf emails into a folder and out of your inbox. Be advised that you will still need to review these emails and approve your items in CIM.

• How to create a filter in Outlook for CIM emails

If you do not want to set up a filter and also do not want to receive notification emails, send a request to the Registrar’s Office.

Email your college catalog contact to notify them of the change

You may have received the proposal because:

• the initiator of the proposal identified your department as a unit impacted by the proposed change.
• the course involved in the proposal may be bundled with a course from your department.

In both cases, you should review the proposal and select Approve to move it forward in workflow if you have no questions about its content.

If neither of the above is true and the proposal is not for your department, contact your college catalog contact to review your role assignment.

• If the course you are trying to modify is still active, you must submit a proposal to Deactivate the current number, and then create a proposal to create a New course under the new number.
• When creating the New course under the new number, you do not have to recreate all the course details. Instead:
  1. Select Propose New Course.
  2. A new course form will display. Select the Propose New from Existing Course button, located on the top right of the display.
  3. The course-picker pop-up will display. You may either use the top drop-down menus for college/department to filter for the course, or you may enter the course directly into the Quick Add field. You must enter the subject prefix in all-caps. Select Add Course when you are done.
  4. All of the course details will populate in the course form. You must still fill in the Course Number field with the new proposed number.
  5. You should fully review all the course details before saving or submitting your proposal to workflow.

Note: If the course number you’d like to reuse belongs to a Deactivated course, you may not reuse the number until five years have passed. If you are certain that five years have passed and CIM is still not allowing you use that course number, contact the Registrar’s Office.

Once you approve a proposal and it drops out of your approval queue, you will be unable to edit it.

If the proposal is still mid-workflow, you can contact the individual who currently has the proposal and ask them to either:

1. make the change for you.
2. roll the proposal back to you so you can make the change. Keep in mind that the proposal will have to be approved once again by all the Roles who fall between you and the person the proposal is currently with.

If the proposal has been fully approved and pushed to Banner/the Catalog, you will need to start a new proposal which corrects the error.

CIM makes it easy to contact the right person.

1. Go to Course Admin or Program Admin.
2. Enter the name of your course/program into the Search bar.
3. The item will display.
4. Find at the In Workflow box to the right of the item title.
5. The yellow-shaded step indicates who currently has the proposal. Select that step, and a blank email already addressed to the users in that role will automatically generate for you to complete and send with your request.

Contact your college catalog contact.

Departments listed in this menu match the official SCHEV-designated departments built in Banner. Use the catalog to verify that you are looking for the correct department.

For programs:

• Go to the University Catalog.
• Search for the program you are creating a proposal for.
  • Beneath the program title, you will see a list of links which identify the associated college and department.

For courses:

• Go to the Courses page in the catalog.
• Use the A-Z menu to find your course subject.
• Look at any course under the selected subject. The offering department will be identified in the course description as a link that says Offered by…

Try the following:

1. Confirm that the email did not land in your spam/junk folder.
2. Confirm that you did not already set up a rule in Outlook for your emails to automatically file into a folder.
3. Confirm that you are listed on that role.

Once you have checked all three of the above, email the Registrar’s Office for assistance.

Once the catalog is published, all changes approved after that date will be rolled to the next available edition of the catalog. The discrepancy may be because the course was updated in CIM after the catalog was published. You should rely on the record in CIM for the latest version.

If you believe the error is legitimate, contact your college catalog contact.

Register for a training session here!

CIM-Courses will only allow you to request a specialized designation on existing courses. You will first need to submit the proposal for your new course. Once it has completed the full approval process and has been processed in Banner, you must submit a second proposal to add the specialized designation. This process ensures that the processing of new courses will not be delayed during the specialized designation approval process.

CIM-Courses only allows for one modification type to be request on a proposal at any given time. You will first need to submit the proposal for the change to your course. Once it has completed the full approval process and the change has been processed Banner, you can submit a second proposal to add the specialized designation. This ensures that processing of your course changes will not be delayed while you wait for specialized designation approval.

To print a copy of your proposal or share it as a PDF with those who don’t have access to CIM:

1. Open the proposal in CIM.
2. Select Ctrl + P on your keyboard.
3. The printer window will open. Change the printer destination to Adobe PDF (in Firefox) or Save as PDF (in Chrome). This will allow you to save and print your proposal.

1. Log into the Course Admin Console.
2. Select the blue circled question mark icon near the top right of the screen.
3. The CourseLeaf Help center window will open. Select Custom Documentation from the bottom of the left-hand sidebar.
4. Scroll towards the bottom for a recording of the GMU training session which was offered September 8, 2017.

Note that you must have CourseLeaf access to view this video.

If do you not currently have CourseLeaf access, you can view the video here.  You will need to login with your Mason ID and password to view the video.

Renumbering an existing course involves two steps: creating a new course under the new number, and inactivating the original number.

Creating a new course under a new number:

1. Login to Course Admin.
2. Select the Propose New Course button.
3. The course form will pop open. Select the green Propose New from Existing Course button.
4. The course picker box will appear. In the Quick Add field type in the name of the original course prefix and course number. Select Add Course.
   1. Tip: use all caps when typing in the course prefix
5. The course form will populate with all of the details currently associated with that original existing course. You must still fill out any blank red-bordered fields, including:
   1. Are you completing this form on someone else’s behalf?
   2. Effective Term
   3. Subject Code: select the applicable subject code for the new proposed course.
   4. Course Number: input the new course number
   5. Equivalent Courses: you must add the original course number as an equivalency to this new course number.
      1. Select the green ‘plus’ icon.
      2. Follow step 4 above.
   6. The following fields will need to be filled out anew, given that the available options will vary based on the new course number:
      1. Schedule Type
      2. Repeatable
      3. Default Grade Mode
6. Once you have completed the form, scroll to the bottom. In the Additional Comments field please add a note explaining that this new course is a renumbering of an existing course (include details about the existing course in this space as well).
7. Select Start Workflow.

Inactivating the original course:

1. Login to Course Admin.
2. Search for the course.
3. Select the course from the results menu.
4. Select the red Deactivate button.
5. The Deactivate form will show. Complete the required fields and then select Start Workflow.

To search for courses from more than one subject code, enter each code into the search bar and separate each with a comma, e.g.:

• IT, BIOL, ENGH

If you are trying to inactivate a course, you need to ensure that no sections exist in the effective term or later. If sections exist, you or your unit scheduler will need to login to CLSS and select the term under the “Future” heading. Find the course and click the red x next to the sections that exist. If the red x is not available, then the course cannot be deleted and you will need to select a later effective term. Once the schedule has been published, courses can only be cancelled, not deleted.

If you have questions about how to delete a course, please see your unit scheduler.

At any time, you may preview the workflow for any existing course:

1. Go to Course Admin.
2. Search for your course in the search bar.
3. Select your course from the results menu. The course details will show below the results menu.
4. Select the Preview Workflow link beneath the green Edit Course button.
   1. Note that if you course is currently in workflow, the Preview Workflow link will not show.
5. A window will display which shows both the Roles and the specific users who will be involved in the course’s workflow path.
   1. Note: the workflow preview will display based on the assumption that you are making a substantial change. If you make any of the following types of changes, your workflow will dynamically change to take into account different/added steps.
      1. Simple changes (UGC/GC will not receive these proposals)
      2. Specialized changes (the associated specialized committee will be added to the workflow)
      3. Impacted Units (if you answered Yes to the question Does this course cover material which crosses into another department?)
      4. Inactivations (the proposal will be sent to the Registrar’s Office first to assess if any active sections exist for the requested term)
      5. Title Changes (the proposal will be sent to the Registrar’s Office first to assess if the title change requires the creation of a new course)

If you would like to preview the workflow for a NEW course:

1. Search for a course with the same prefix and of the same level as your anticipated new course.
2. Follow directions from step 3 above onwards.

CIM will automatically send an email to you once your proposal has been fully completed and pushed to Banner. You will only receive this email if you initiated the proposal and started workflow on it.

• Go to Courses Admin or Programs Admin.
• Enter the name of your item in the search bar.
• The course/program will display.
  • If it is still in workflow, the In Workflow box will show on the right.
  • Completed steps will show in green.
  • The yellow step indicates where the proposal currently is at.

• Go to Course Admin or Program Admin.
• Enter the name of the course/program you are interested in into the search bar.
• Select the item from the results menu.
• The proposal will display. On the right side you will see a box labeled In Workflow.
  • Green-shaded items signify roles which have already approved the proposal.
  • Yellow-shaded items signify the role which currently has the proposal for review/approval.
  • Other items signify roles which still need to review/approve the proposal after the yellow-shaded role approves.
• Additionally, a second box called Approval Path appears directly below the In Workflow box:
  • Each numbered step corresponds with the numbered steps listed in In Workflow, but you will see a few more details about who has approved the course, specifically
    • the username associated with the person who approved.
    • the timeslot.

You will not be able to edit your proposal once you submit it to workflow. You will need to contact the individual who currently has the proposal and ask them to

• make the change themselves OR
• roll the proposal back to you so that you can make the change

CIM makes it easy to contact the right person.

• Go to Course Admin or Program Admin.
  • Enter the name of your course/program into the Search bar.
  • The item will display.
  • Find at the In Workflow box to the right of the item title.
  • The yellow-shaded step indicates who currently has the proposal. Select that step, and a blank email already addressed to the users in that role will automatically generate for you to complete and send with your request.

Workflow was created for each college to meet everyone’s specific needs. Contact your college catalog author and request a review of your workflow.

Once the change has been processed in Banner, your proposal is considered ‘Complete.’ You will need to create a new proposal which corrects the error and submit it to workflow.

1. Go to the CourseLeaf console.
2. On the left side-bar at the bottom of the page select Course Admin Report from the Reports section.
3. The Reports console will show (this may take a few minutes to load). Select In Workflow from the list on the left side-bar.
4. From the Workflow Filter area, select the Role associated with the step that will approve the proposal once your meeting has taken place.
   1. E.g. if you are pulling a proposal for your Curriculum Committee meeting, you may want to select the Associate Dean step for your college (note that the name of this role will differ depending on the college)
5. Select the green Run Report button.
6. Scroll down to see the results at the bottom of the page. Each of the items is a link which directs straight to that proposal in CIM.
7. Select Export. You will have the option to export the list of proposals either into a blank Word .doc or a blank Excel .xls.
8. The exported file will retain the links to the proposal. You may cut and paste the items from the export directly into another Word .doc, a web page, blog page or blank email (choose the format that matches your current agenda process). Users who select the link will be prompted to login to the system, but then they will immediately see the associated proposal.

Two things may have happened:

• another individual also assigned to the same role has already approved the proposal.
• another individual assigned to the same role has rolled the proposal back to an earlier step in workflow.

To check:

• Go to Course Admin or Program Admin.
• Enter the name of the course/program that you had received an email about into the Search field and select Search.
• The current proposal will display. Look at the In Workflow box to the right of the course title.
  • Items shaded in yellow will indicate who currently has the proposal.
    • If the yellow-shaded item appears as a step after your Role, it means the proposal was already advanced/approved to go to the next step.
    • If the yellow-shaded item appears as a step before your Role, it means someone rolled the proposal back to a previous step.
    • If either of the above applies and you are uncertain of who approved/rolled back the proposal, look at the box below the In Workflow box, labeled Approval Path. This box lists all the associated users who have taken action on the proposal for each role.
    • If the yellow-shaded item is your Role, the proposal may have been moved back into your queue. To approve:
      • Go to the CourseLeaf Approval Console
      • Look for the Your Role drop-down menu at the top of the display. Select your Role from this menu.
      • All of the items awaiting your approval will display in the blue-bordered menu. Select the appropriate item to view it and to Edit/Rollback/Approve.

1. Go to the CourseLeaf Approval Console
2. Look for the Your Role drop-down menu at the top of the display. Select your Role from this menu.
3. All of the items awaiting your approval will display in the blue-bordered menu. Select the appropriate item to view it and to Edit/Rollback/Approve.

1. Confirm that you are in the CourseLeaf Approval Console
2. Select your Role and then select the proposal in question.
3. To make the changes yourself, select the Edit button in the approval console.
4. To send the proposal back to someone earlier in the workflow, select the Rollback button. You will be required to add comments as to why you are rolling it back.
5. To make changes but also send it back to someone earlier for review: select Edit, make your changes, then select Rollback.

Be advised that when Rollback is selected, the proposal will have to go back to the same approval steps for a second round of review and approval.

Once the proposal is rolled back, it must be reapproved by all the Roles listed in workflow after the roll back point.

For example, if your proposal is at step 5, and you roll it back to step 2, the proposal will have to be approved again by steps 2, 3, and 4.

You may want to contact each of these individuals and request that they expedite approving the proposal so that it can quickly come back to your step in workflow.

CIM makes it easy to contact the right person.

1. Go to Course Admin or Program Admin.
2. Enter the name of your course/program into the Search bar.
3. The item will display.
4. Find at the In Workflow box to the right of the item title.
5. The yellow-shaded step indicates who currently has the proposal. Select that step, and a blank email already addressed to the users in that role will automatically generate for you to complete and send with your request.

Your proposal must have been approved through your college committee, and waiting for Associate Provost-Undergraduate/Graduate approval, by the time of the agenda deadline for the council meeting. If your proposal was not approved to this step in time, it will be listed on the agenda for the next meeting.

To view agenda deadlines for the academic year:

Undergraduate Council

Graduate Council

1. Go to Course Admin or Program Admin.
2. Enter the name of the course/program you are interested in into the search bar.
3. Select the item from the results menu.
4. The proposal will display.
   1. If you already submitted the proposal, you will see the In Workflow box appear to the right of the item title.
      1. Green-shaded items signify roles which have already approved the proposal.
      2. Yellow-shaded items signify the role which currently has the proposal for review/approval.
      3. Other items signify roles which still need to review/approve the proposal after the yellow-shaded role approves.
      4. Additionally, a second box called Approval Path appears directly below the In Workflow box:
         1. Each numbered step corresponds with the numbered steps listed in In Workflow, but you will see a few more details about who has approved the course, specifically
            1. the username associated with the person who approved.
            2. the timeslot.
   2. If you saved your proposal but did not submit it, you will see Changes saved but not submitted at the top of the item display. You will also see the timestamp for when the proposal was last edited directly beneath the item title.
   3. If the item does not display, or if the item displays but does not show any of your changes or any of the labeling described above, it’s possible that you did not save your proposal or submit it to workflow. You will have to create a new proposal.

You can easily set up a filter in your Outlook box which automatically files all CourseLeaf emails into a folder and out of your inbox. Be advised that you will still need to review these emails and approve your items in CIM.

• How to create a filter in Outlook for CIM emails

If you do not want to set up a filter and also do not want to receive notification emails, send a request to the Registrar’s Office.

Email your college catalog contact to notify them of the change

You may have received the proposal because:

• the initiator of the proposal identified your department as a unit impacted by the proposed change.
• the course involved in the proposal may be bundled with a course from your department.

In both cases, you should review the proposal and select Approve to move it forward in workflow if you have no questions about its content.

If neither of the above is true and the proposal is not for your department, contact your college catalog contact to review your role assignment.

Once you approve a proposal and it drops out of your approval queue, you will be unable to edit it.

If the proposal is still mid-workflow, you can contact the individual who currently has the proposal and ask them to either:

1. make the change for you.
2. roll the proposal back to you so you can make the change. Keep in mind that the proposal will have to be approved once again by all the Roles who fall between you and the person the proposal is currently with.

If the proposal has been fully approved and pushed to Banner/the Catalog, you will need to start a new proposal which corrects the error.

CIM makes it easy to contact the right person.

1. Go to Course Admin or Program Admin.
2. Enter the name of your course/program into the Search bar.
3. The item will display.
4. Find at the In Workflow box to the right of the item title.
5. The yellow-shaded step indicates who currently has the proposal. Select that step, and a blank email already addressed to the users in that role will automatically generate for you to complete and send with your request.

Contact your college catalog contact.

1. Go to the CourseLeaf Console.
2. On the left side-bar, under the CourseLeaf category near the top of the display, select Role Management.
3. You will be taken to a new window. Scroll through the list in the box on the left to find the role you should be assigned to.
4. Select that role. The list of users currently assigned to that role will show in the box on the right.
5. If you are not listed and believe you should be, contact your college catalog contact.

Try the following:

1. Confirm that the email did not land in your spam/junk folder.
2. Confirm that you did not already set up a rule in Outlook for your emails to automatically file into a folder.
3. Confirm that you are listed on that role.

Once you have checked all three of the above, email the Registrar’s Office for assistance.

1. Check the current list of Roles and assigned users.
2. If changes are still required, email your college catalog contact with your changes.

At any time, you may preview the workflow for any existing course:

1. Go to Course Admin.
2. Search for your course in the search bar.
3. Select your course from the results menu. The course details will show below the results menu.
4. Select the Preview Workflow link beneath the green Edit Course button.
   1. Note that if you course is currently in workflow, the Preview Workflow link will not show.
5. A window will display which shows both the Roles and the specific users who will be involved in the course’s workflow path.
   1. Note: the workflow preview will display based on the assumption that you are making a substantial change. If you make any of the following types of changes, your workflow will dynamically change to take into account different/added steps.
      1. Simple changes (UGC/GC will not receive these proposals)
      2. Specialized changes (the associated specialized committee will be added to the workflow)
      3. Impacted Units (if you answered Yes to the question Does this course cover material which crosses into another department?)
      4. Inactivations (the proposal will be sent to the Registrar’s Office first to assess if any active sections exist for the requested term)
      5. Title Changes (the proposal will be sent to the Registrar’s Office first to assess if the title change requires the creation of a new course)

If you would like to preview the workflow for a NEW course:

1. Search for a course with the same prefix and of the same level as your anticipated new course.
2. Follow directions from step 3 above onwards.